HOW TO HOST A ROCK-A-THON

HOW TO HOST A ROCK-A-THON
What Is A Rock-A-Thon?
A Rock-A-Thon is a marathon in which sisters and guests rock in rocking chairs. It can
be done in one continuous 10-12 hour or 24 hour time period on campus or over a
few days at a local mall or other location. Phi Sigma Sigma sisters across the United
States and Canada participate in this event in order to raise money for the Phi Sigma
Sigma Foundation (who raises funds for educational grants and scholarships,
leadership programming, and help for those with kidney disease and their families). It
is a lot of fun and is a wonderful public relations opportunity.
Who Is Involved In Making This A Successful Event?
Everyone in the chapter, of course! Every sister should take part in raising money for
the Phi Sigma Sigma Foundation and making sure the Rock-A-Thon is a great success.
However, the philanthropy committee is responsible for planning the event. The
public relations committee is responsible for the public relations. Be sure to invite
potential new members, other organizations, professors, administrators, local
alumnae, public officials, and celebrities to join in on the fun.
What Is The Most Important Thing To Do To Ensure Success?
The most important aspect of holding a Rock-A-Thon is to plan effectively. Make a
timetable and follow it. Delegate responsibility and follow through. The more
organized the event, the smoother and more successful the event will be.
STEP ONE: THE PREPARATION
ƒ Choose a date and time. While this may seem obvious, it is important to choose
with care. Try picking a date when other events are occurring. (For example,
parents' weekend on campus or the holiday season at the mall.) It is also
important to keep temperature and weather in mind as well. If you are holding
your event after the foundation donation is due to Headquarters you will need to
ask for a deadline extension.
ƒ
Once the optimal date is selected, choose a location. Some chapters have found
success by holding the event on campus in a central location. After all, the point is
to attract the most people, so make sure it cannot be missed! Other chapters have
been successful at other locations, like shopping malls or sporting events. Once
again, pick a location that is well traveled.
Phi Sigma Sigma Foundation
www.phisigmasigmafoundation.org
ƒ
Make sure to get permission for the location. Most places require written
permission. Check with campus officials to reserve space and to ask for security,
especially if rocking all night. If holding it at a mall or sporting event, write at least
three months in advance to ensure permission. The letter should include what the
Rock-A-Thon is, the date, the exact place and who to contact when permission is
granted. The establishment may also require a signature on liability forms. It is
also a good idea to establish a contract between the chapter and the host to
ensure that the event will occur as planned. If holding your event at a shopping
center or mall, contact the surrounding businesses to let them know when/where
your event will be (this is also a great opportunity to ask for their sponsorship!)
ƒ
Start the publicity campaign immediately. Use local newspapers, radio stations and
television before, during and after the event. Have the public relations committee
hang posters, flyers and banners on campus and notify the media by sending a
press release. A press release tells who, what, when and where of an event so
that a story may be reported. At some schools, the public relations department
has proven to be quite helpful in putting together and releasing the press releases.
If the event is off campus, obtain approval and distribute flyers to neighboring
stores to display prior to the event. Also, invite the campus or local radio station to
cover or play music for the event. Many stations will do on–air announcements
prior to and during your event.
ƒ
Send letters to important people—your Dean or campus President, the presidents
of campus organizations, faculty members , administrators, sports teams and
other Greek organizations inviting them to take part in your event. Be sure to keep
a list of attendees and have nametags ready. Have a “VIP” rocking chair for your
special guests. Encourage a “competition” among other Greek chapters on your
campus and give a prize to the organization that has the most attendees at RockA-Thon or raises the most money. This is great public relations and it will draw out
more people to donate money.
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Send letters to local business asking them for sponsorship donations. Most large
companies require several weeks notice so prepare your letters in advance. Don’t
forget to recognize the companies that donated at your event—you can display
their name on a poster, tri-board or your event t-shirts.
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Make sure to have the following supplies:
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Rocking chairs-Try to get chairs donated or borrowed. Local businesses may
loan chairs for several hours--just make sure to publicize who donated them.
Contact alumnae sisters and/or parents to borrow rocking chairs.
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Collection cups/jars - You will need a collection cup/jar for every sister on each
shift. Decorated instant iced tea cans work well, but almost anything can be
used. Maybe have sisters decorate their own cans prior to the event.
ƒ
Sponsor sheets - Set a per sister goal, keeping in mind Foundation's goal for
each chapter to reach a total Foundation gift for the year equal to $35 per
Phi Sigma Sigma Foundation
www.phisigmasigmafoundation.org
sister. People can sponsor by the hour or donate a lump sum. Many chapters
will do challenges for their sisters and give prizes (like free Sapphire Ball
tickets) to the sister that raises the most money. Make it a fun competition for
a great cause!!
ƒ
Refreshments - This is important for sisters as well as guests. Have local
restaurant or other food vendors donate food and/or have sisters bake.
Remember, if doing an all-nighter, hot cocoa and coffee should be kept handy.
ƒ
Blankets - If rocking outside or at night, it may be cold. Have some blankets
ready for the rockers.
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Stereo - If a radio station will broadcast live, wonderful. If not, turn up the
music to keep the rockers motivated.
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Sign-up sheets - These are essential in order to make sure all shifts are
covered. Have sisters sign-up for times to rock, but make sure to have at least
two or three sisters there at all times. Designate members of the philanthropy
committee to check sisters in and out and to keep track of the shift
assignments. It is important to make sure alumnae and off-shift sisters stop by
to offer support (and to bring some snacks too!)
ƒ
It is a good idea to have sisters looking uniform during the Rock-A-Thon. This
helps identify your members so everyone knows who to give their donations to.
Have a local t-shirt company donate an event shirt or have sisters wear a letter
shirt.
STEP TWO: THE ROCK-A-THON
ƒ
Preparations - Get the rocking chairs, stereo, a table for the food, collection cups
and sign up sheets. Make sure you have electricity if you need it and that a
designated person is meeting the guests or media. Also, decorate the area to
make it more festive and don't forget to hang signs about what the chapter is
doing and who Phi Sigma Sigma is! Banners and balloons work well to grab
attention.
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Ask for donations - This is much easier than it seems. Just shake the cups and
ask. The more direct and assertive the members are, the more money the chapter
will likely be able to collect. Walk right up to someone and ask for a donation.
Explain what the Phi Sigma Sigma Foundation is and what the money is going for.
Ask people who pass by to rock for a dollar. After, someone has donated, try
giving out a sticker to wear so that everyone knows they donated and so you will
not accidentally ask again, give out balloons to the children who donate.
ƒ
Collect the donations - Make sure to collect the donations on a regular basis. Then
count the change and turn the money over to the bursar. Keep track of the money
raised on a poster and have the bursar update it each hour. Set a fundraising goal
Phi Sigma Sigma Foundation
www.phisigmasigmafoundation.org
ahead of time and display your amount raised so that everyone can see how much
you’ve raised throughout the day!
ƒ
Be psyched - Remember to have fun! Sing, dance, act silly and talk to your guests
and donors.
STEP THREE: FOLLOW-UP
ƒ
Clean up - Leave the area the way it was found - or cleaner. Also, return any
borrowed items and tie up loose ends.
ƒ
Count the money and make sure the chapter knows how much was made. Also,
make sure sponsors and donors know as well. This would be a good time to send
a follow up press release with a photo and a huge thank you!
ƒ
Make sure to send out thank you letters to all of the sponsors and guest rockers.
Maybe place an ad or ask the radio station to make an announcement.
ƒ
Send all proceeds to the Phi Sigma Sigma Foundation immediately.
HELPFUL HINTS
ƒ
Never have an empty chair. Have a passer-by rock.
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Offer prizes to the shift that raises the most money. This can be a paper award or
a donated gift from a sponsor.
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Have your sisters sign up before hand on the Rock-A-Thon sign-up sheet.
ƒ
It is easier to collect pledges before an event than afterwards.
ƒ
Keep an eye on all possessions. There will be a lot of people there and things can
get misplaced.
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Use suspenseful advertising to get the campus wondering and excited.
ƒ
Gather donations from local business and give them away every hour during the
event. Sell tickets for the giveaway for a $1 donation. Have your campus print
shop make the tickets beforehand a give to sisters to pre-sell. Don’t forget to
advertise and thank the businesses that donated prizes!
ƒ
Get everyone excited by having a theme for your Rock-A-Thon (i.e. “Rock Till You
Drop”, “Rock Around The Clock”, “Rocking Under the Big Top, “Punk Rock-AThon”).
ƒ
Tell the sisters thank you and great job. It goes a long way! Have the awards
chairman pass out fun awards to sisters after the event (i.e. “Most Likely to Get A
Donation” or “Best Rocker”).
Phi Sigma Sigma Foundation
www.phisigmasigmafoundation.org
ROCK-A-THON SIGN UP SHEET
PLACE ___________________________________________________
TIME
___________________________________________________
DATE ___________________________________________________
TIMES: FROM – TO
NAME OF SISTER SITTING
SIGNATURE OF SISTER
** Sisters: please sign your name when you will be rocking.
** The last sister sitting: please bring this sheet to the philanthropy chairman.
Phi Sigma Sigma Foundation
www.phisigmasigmafoundation.org
ΦΣΣ
ROCK-A-THON PLEDGE SHEET
ΦΣΣ
Name:
DONOR'S NAME
ADDRESS
PHONE
AMOUNT
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All donations will be sent to the Phi Sigma Sigma Foundation to benefit the Foundation's
programs, including the National Kidney Foundation.
Make checks payable to the chapter, or THE PHI SIGMA SIGMA FOUNDATION.
Donations are tax deductible, as allowable by law, as the Phi Sigma Sigma Foundation is
exempt as a 501(c)3 entity.
Phi Sigma Sigma Foundation
www.phisigmasigmafoundation.org
`
Date
Inside Address
Street
City, State Zip
Dear Prospective Sponsor:
On April 1st, 2006 the women of Phi Sigma Sigma sorority from CSUB are hosting their annual
Rock-A-Thon to generate funds for the Phi Sigma Sigma Foundation.
The Phi Sigma Sigma Foundation is a non-profit organization whose mission is to generate
funds for the educational and philanthropic activities of Phi Sigma Sigma, encourage lifelong
learning, and engage in charitable endeavors. In 2006, the Foundation was a bronze sponsor of
the National Kidney Foundation Transplant Games. Every other year, thousands of athletes
participate in athletic competitions and celebrate the gift of life. The Phi Sigma Sigma
foundation is proud to have a continuing relationship with NKF and the Transplant Games.
Rock-A-Thon is an annual event in which sisters receive pledges for rocking in chairs for an
entire day. The event also features local radio stations that provide music and entertainment,
and prizes from local businesses are raffled off hourly.
We hope that you will consider a contribution to our non-profit organization. Recognition of
event sponsors will be visible on a large sponsor board during the entire event. All gifts and
donations are tax deductible. Please contact our chapter President if any further information is
desired.
We hope that you will want to support us in this important endeavor and we thank you for you
consideration!
Sincerely
Name, Title
Phone
Chapter Letters Chapter, University
Chapter Address
www.phisigmasigma.org
Chapter Website
Chapter Email Address
Phi Sigma Sigma Foundation
www.phisigmasigmafoundation.org
2006 Rock-A-Thon for the Phi Sigma Sigma
Foundation
—SPONSORSHIP FORM—
Please Indicate Desired Level of Sponsorship:
‰ Gold Sponsor: $500 monetary donation. Sponsor receives a plaque, radio
acknowledgement, and listed in The Runner newspaper ad, Sponsor Board (displayed at
event) and in post-event coverage.
‰ Blue Sponsor: $250 monetary donation. Sponsor receives certificate, listed in The
Runner newspaper ad, on Sponsor Board (displayed at event) and in post-event coverage.
‰ Prize Sponsor: Donation of a raffle gift. Sponsor receives certificate, name appears on
Sponsor Board (displayed at event) and in post-event coverage.
‰ Other, please specify:
SPONSORSHIP INFORMATION
BUSINESS NAME:
CONTACT:
PHONE:
TITLE:
_____
__ EMAIL:
BUSINESS ADDRESS:
____________
CITY:
ZIP:
NOTES:
ARTWORK-- Please select one:
‰ Logo Enclosed
‰ Will Send Logo Electronically Send to: [email protected]
‰ No Logo available.
Return Completed Form To:
Phi Sigma Sigma
Attn: Rock-A-Thon
Address
City, State Zip
Please make checks payable to “Phi Sigma Sigma”. Donations are tax deductible, as allowable
by law, as the Phi Sigma Sigma Foundation is exempt as a 501(c)3 entity.
Phi Sigma Sigma Foundation
www.phisigmasigmafoundation.org
<<Date>>
Name
Address
City, State Zip
Dear <<Sponsor or Event Attendee>>,
We would like to cordially thank you for all of your support at this year’s Rock-AThon for the Phi Sigma Sigma Foundation! Thanks to the contributions of generous
supporters and the numerous volunteers, like yourselves, we were successful in raising
$<<amount raised>> for our foundation!
The Phi Sigma Sigma Foundation is a non-profit organization whose mission is to
generate funds for the educational and philanthropic activities of Phi Sigma Sigma,
encourage lifelong learning, and engage in charitable endeavors. In 2006, the
Foundation was a bronze sponsor of the National Kidney Foundation Transplant Games.
Every other year, thousands of athletes participate in athletic competitions and
celebrate the gift of life. The Phi Sigma Sigma Foundation is proud to have a continuing
relationship with NKF and the Transplant Games.
Again, we thank you for your participation. We feel fortunate to have such
encouragement from our community. We look forward to your support in our future
endeavors.
Sincerely,
The Women Of Phi Sigma Sigma Sorority
<<School>>
Phi Sigma Sigma Foundation
www.phisigmasigmafoundation.org
ALPHA CHAPTER AT HUNTER COLLEGE
ANNOUNCES ANNUAL ROCK-A-THON
TO BENEFIT THE PHI SIGMA SIGMA FOUNDATION
FOR MORE INFORMATION
Contact:
Phone:
Email:
FOR IMMEDIATE RELEASE
Month Day, Year
On April 14 (starting at 10:00 AM) and April 15 (ending at 12:00 noon), the Alpha Alpha Chapter of
Phi Sigma Sigma sorority will host our annual Rock-A-Thon. The Rock-A-Thon is a 26-hour event in
which members of our sorority, campus, and surrounding community rock in rocking chairs to raise
money for the Phi Sigma Sigma Foundation.
The Phi Sigma Sigma Foundation is a non-profit organization whose mission is to generate funds for
the educational and philanthropic activities of Phi Sigma Sigma, encourage lifelong learning, and
engage in charitable endeavors. In 2006, the Foundation was a bronze sponsor of the National
Kidney Foundation Transplant Games. Every other year, thousands of athletes participate in athletic
competitions and celebrate the gift of life. The Phi Sigma Sigma foundation is proud to have a
continuing relationship with NKF and the Transplant Games. Patients who have kidney disease
routinely rock in rocking chairs to stimulate blood flow to their kidneys. This event will take place on
the main plaza in front of the University Center at Northern Kentucky University. The goal for this
year’s event is to raise $2,500.
All students, faculty, staff and administration are welcome and encouraged to attend, as well as
members of the surrounding community.
Cindy Sorority, co-chair said, “The Phi Sigma Sigma chapter at Hunter College has a strong tradition
of philanthropic and community service. The Rock-A-Thon is the most important philanthropy that
our chapter organizes each year because we are able to impact the entire country. The money that
we raise from the Rock-A-Thon funds supports the National Kidney Foundation and also provides
leadership development programs and scholarships for Phi Sigma Sigma members.”
Susie Sigma, President commented, “As stewards of our community, we realize that philanthropic
giving is a vital responsibility that each one of takes seriously. We are fortunate enough to have the
opportunity to give back to a community and organization that has provided us with so much. The
Rock-A-Thon is a wonderful event where we can show our commitment to philanthropic and
community service.
Phi Sigma Sigma Foundation
www.phisigmasigmafoundation.org
PHI SIGMA SIGMA ROCK-A-THON A HUGE SUCCESS
FOR MORE INFORMATION
Contact:
Phone:
Email:
FOR IMMEDIATE RELEASE
Month Day, Year
On April 14 and April 15, the Alpha Alpha Chapter of Phi Sigma Sigma sorority held our
annual Rock-A-Thon. This year’s Rock-A-Thon raised $5,000 for the Phi Sigma Sigma
Foundation.
The Phi Sigma Sigma Foundation is a non-profit organization whose mission is to
generate funds for the educational and philanthropic activities of Phi Sigma Sigma,
encourage lifelong learning, and engage in charitable endeavors. In 2006, the
Foundation was a bronze sponsor of the National Kidney Foundation Transplant Games.
Every other year, thousands of athletes participate in athletic competitions and
celebrate the gift of life. The Phi Sigma Sigma foundation is proud to have a continuing
relationship with NKF and the Transplant Games. Patients who have kidney disease
routinely rock in rocking chairs to stimulate blood flow to their kidneys.
Nearly 200 students, faculty, staff and community members joined the sisters of Phi
Sigma Sigma sorority and rocked for this important cause.
Cindy Sorority, co-chair said, “We are absolutely thrilled with the overwhelming
response we received from the University and surrounding community. The Rock-AThon provided a wonderful opportunity for our chapter to help those with kidney
disease and their families through raising money for the Phi Sigma Sigma Foundation. I
want to thank everyone who supported the chapter and who helped us reach our goal
of raising awareness and support!”
Phi Sigma Sigma Foundation
www.phisigmasigmafoundation.org
The Women of Phi Sigma Sigma Sorority, Cal State Bakersfield
Announce Their Annual
All Proceeds Benefit The Phi Sigma Sigma Foundation
supporting the National Kidney Foundation and educational
grants for college women worldwide.
Saturday April 1st, 2006 11am to 5pm
Northwest Promenade on Rosedale Hwy
Name:
Phone:
Address:
Hourly Raffle...Winners need not be present to win!
Donations are tax-deductible. Phi Sigma Sigma Foundation is a 501(c)3 entity.
Visit us online at: www.PhiSigmaSigma.org and www.PhiSigmaSigmaFoundation.org
Sold By:
The Women of Phi Sigma Sigma Sorority, Cal State Bakersfield
Announce Their Annual
All Proceeds Benefit The Phi Sigma Sigma Foundation
supporting the National Kidney Foundation and educational
grants for college women worldwide.
Saturday April 1st, 2006 11am to 5pm
Northwest Promenade on Rosedale Hwy
Name:
Phone:
Address:
Hourly Raffle...Winners need not be present to win!
Donations are tax-deductible. Phi Sigma Sigma Foundation is a 501(c)3 entity.
Visit us online at: www.PhiSigmaSigma.org and www.PhiSigmaSigmaFoundation.org
Sold By:
The Women of Phi Sigma Sigma Sorority, Cal State Bakersfield
Announce Their Annual
All Proceeds Benefit The Phi Sigma Sigma Foundation
supporting the National Kidney Foundation and educational
grants for college women worldwide.
Saturday April 1st, 2006 11am to 5pm
Northwest Promenade on Rosedale Hwy
Phi Sigma Sigma Foundation
Hourly Raffle...Winnerswww.phisigmasigmafoundation.org
need not be present to win!
Donations are tax-deductible. Phi Sigma Sigma Foundation is a 501(c)3 entity.
Visit us online at: www.PhiSigmaSigma.org and www.PhiSigmaSigmaFoundation.org
Name:
Phone:
Address:
Sold By:
`